Administrative Assistant

Overview

• Provide administrative support to various departments within a professional services firm, ensuring efficient operations and task completion.
• Manage high-volume ticket processing and work requests, maintaining accuracy and timeliness in queue-based workflows.
• Coordinate and produce diverse materials, including letters, memoranda, presentations, and confidential reports.
• Support onboarding and offboarding processes, assisting new hires and departing employees with administrative needs.
• Organize and manage calendars, meeting schedules, and logistics for in-office and market-wide events.
• Collaborate with management to maintain client data, process billings, and address ad hoc requests.
• Ensure compliance with firm policies and procedures while handling confidential information with discretion.
• Contribute to process improvement initiatives, enhancing efficiency and effectiveness in administrative operations.

Key Responsibilities & Duties

• Process and manage tickets and work requests, ensuring timely and accurate completion.
• Assist with invoice processing, coding, and obtaining necessary approvals for vendor and client invoices.
• Coordinate in-office and market-wide meetings, including scheduling, room reservations, and catering arrangements.
• Support onboarding and offboarding processes, ensuring smooth transitions for employees.
• Produce various documents, including letters, presentations, and reports, maintaining high standards of quality and confidentiality.
• Provide expense reporting support and assist with client data management and billing processes.
• Collaborate with team members to improve administrative processes and enhance operational efficiency.
• Handle seasonal tax support services and other duties as required by the firm.

Job Requirements

• High School Diploma or GED required; Bachelor’s degree preferred.
• Minimum of 3 years of administrative experience, preferably within professional services firms.
• Advanced proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint.
• Experience with ERP systems and PeopleSoft database recommended.
• Strong organizational skills and attention to detail, capable of managing multiple tasks efficiently.
• Excellent written and verbal communication skills, with superior grammar and punctuation.
• Ability to handle confidential information with discretion and professionalism.
• Team-oriented mindset with a willingness to assist in various capacities as needed.